A template is a message Meta has approved in advance. You need one to start a conversation, to message someone more than 24 hours after they last wrote, and for every broadcast. Templates live in Templates; managers, admins and owners can create them.
Pick the right category
| Category | For | Examples | Rules |
|---|---|---|---|
| Marketing | Anything that promotes or re-engages | Offers, new courses, festive sales, cart reminders, "we miss you" | Sent only to contacts with marketing consent. Highest Meta rate. |
| Utility | Updates about something the customer already has with you | Order shipped, appointment reminder, fee receipt, report ready | Must not contain promotion. Meta approves promotional utility templates as Marketing. |
| Authentication | One-time sign-in codes | "123456 is your verification code" | Meta writes the text. You choose the code's expiry (1 to 90 minutes) and a copy-code button. |
The parts of a template
| Part | Limits |
|---|---|
| Header (optional) | Text up to 60 characters with at most one variable, no emoji or line breaks; or an image, video or document. |
| Body (required) | Up to 1,024 characters. Can't start or end with a variable. |
| Footer (optional) | Up to 60 characters, no variables. "Reply STOP to opt out" is a common footer for marketing. |
| Buttons (optional) | Up to 10 in total: up to 10 quick replies, 2 website links, 1 phone number and 1 copy-code button. Quick replies stay together. Labels up to 25 characters, each different. |
Image, video and document headers need a sample file for Meta's review. Uploading that sample from QuickSamvaad isn't available yet: create media-header templates in WhatsApp Manager, then use Sync from Meta to bring them in. Campaigns choose the real file when they send.
Variables and examples
Variables are the parts that change per customer. Use numbered variables ({{1}}, {{2}}) or named ones ({{first_name}}), not both in one template. Give every variable a realistic example: Meta reviews the examples, and empty or fake-looking ones are a common reason for rejection.
Hi {{1}}, your appointment with Dr. {{2}} is confirmed for {{3}}. Reply 1 to reschedule.- Number variables in order with no gaps:
{{1}},{{2}},{{3}}. - Don't put two variables side by side, or begin or end the body with one.
- Keep at least three words per variable. A body that is mostly variables reads as a blank cheque to the reviewer.
- A website button can end with one variable, such as
https://yourshop.in/track/{{1}}, with a full example link.
Submit and get approved
Write or clone
Create a template, or clone one from the starter library: ready-made templates for coaching institutes, clinics and online stores, plus a one-time-password template.
Fix what the checker flags
As you type, QuickSamvaad checks the template against Meta's rules and shows errors (which block submitting) and warnings beside the field. The preview shows exactly what the customer will see.
Submit for review
The status changes to Pending. Meta usually reviews within minutes, occasionally up to a day.
Approved or rejected
The status updates on its own. Approved templates can be sent straight away. Rejected ones show Meta's reason; edit and submit again.
Why templates get rejected
| Meta's reason | Usually means | Fix |
|---|---|---|
| Invalid format | Variables at the start or end, side by side, out of order, or missing examples. | Follow the variable rules above; the checker catches most of these before you submit. |
| Incorrect category | The wording doesn't match the category you chose. | Choose the category that fits, usually Marketing for anything promotional. |
| Promotional | A utility template contains an offer, discount or sales push. | Remove the promotion, or submit it as Marketing. |
| Tag content mismatch | The text doesn't match the language you selected, or the examples don't fit the text. | Set the right language (for example hi for Hindi) and use realistic examples. |
| Abusive content or scam | The text breaks WhatsApp's commerce or messaging policies. | Rewrite it. Some products and services can't be promoted on WhatsApp at all. |
- Links to example.com or link shorteners look suspicious. Use your real domain.
- A template that duplicates one you already have, with only the name changed, may be rejected.
- Each language is a separate template under the same name. Translate the whole text, not just a few words.
After approval
| You see | What happened | What to do |
|---|---|---|
| Re-categorised | Meta changed the category, for example from Utility to Marketing. The new category sets the price and the consent rules. | Nothing, unless you want to rewrite it as a true utility message. |
| Will change category | Meta has announced a category change that isn't effective yet. | Plan campaigns with the new category's cost. |
| Paused | Recipients reacted badly (blocks, reports). Campaigns using it pause themselves. | Wait for Meta to unpause it, or improve targeting before sending again. |
| Disabled | Repeated quality problems. It can't be sent. | Create a new template with different wording. |
| Archived | Meta archives templates unused for 12 months. | Create it again when you need it. |
You can edit an approved template, but it goes back to Meta's review and Meta allows one edit per template in 24 hours. Templates created or edited in WhatsApp Manager appear in QuickSamvaad after Sync from Meta, and every night automatically.
Common questions
- How many templates can I create?
- There's no QuickSamvaad limit. Meta limits how fast you can create them: about 100 new templates per WhatsApp Business Account per hour.
- Can I write templates in Hindi?
- Yes. Choose Hindi (
hi) as the language and write the whole template in Hindi. For Hinglish in Latin script, English is usually the better language choice. - Why is my template still pending?
- Most reviews finish within minutes; some take up to 24 hours. QuickSamvaad checks the status automatically, so there's no need to resubmit.